Present: Njeri, Lydia, Gloria, Sister Mary, Jeremiah, Christine, Mounia, Kétévi

1. Poster: Improvement is still needed. The poster of 2024 should be used as an example of the quality that we expect.
   1. Listing the LOC members on the poster: start first with the members of the other institutes with one or 2 members, then the University of Nairobi at last. Since the University of Nairobi has many members, first state the institute, then underneath, list the names. 
   2. There are some vertical and horizontal lines on the poster; they should be removed.
   3. The logos should be bigger, no white spaces in-between, and shown in the correct proportions of sizes.
   4. There should be consistency in the names: all of should be listed as Jane Doe or J. Doe, but not a mixture.
   5. Tell the designer to reach of the quality of the ASP2024 poster before sharing another version.
2. The site visit
   1. IOC suggested dates are Feb 2-6, arriving on Feb 1, and returning on Feb 7.
   2. The list of the delegates coming for the site visit will be communicated later.
   3. The IOC to send the LOC the list of the activities to do during the site visit. The LOC will then prepare a timetable.  There will be movements to various places such as the Ministries of Education and Research, some Embassies, other institutes in the vicinity of the the University of Nairobi, etc.
   4. Suggested hotels for the site visit: Nairobi Safari Club or Fairmont the Norfolk; they are closer to the university. The IOC will investigate these suggestions.
3.  Student applications
   1. To date, we have 190 applications, which is low, even if we expect more applications towards the closing date of January 10.
   2. We do need the poster to be finalized soon to help in advertising the event further and with more impact.
   3. Action: the LOC to communicate with the designer about the urgency to finalize the poster soon as per the comments in item 1) above.
   4. By the Jan 10, when the student applications period closes, we will have a selection committee in place. The LOC should tell us if some of them members wish to serve in the selection committee.
4. Other activities
   1. The LOC should check for excursion options and make suggestions at our next meeting.
5. Next meeting
   1. January 27 at 14:00 UTC, LOC+IOC meeting dedicated to the agenda of the site visit.
   2. However, before Jan 27, there will be a meeting of the selection committee to discuss the student applications and selection process.
6. AOB
   
   1. The LOC requests the scientific program as soon as possible for its own planning. The IOC will send a preliminary program before the site visit date and the program may also be discussed further during the site visit.
   2. However, the LOC is encouraged to communicate the IOC the items that they would like to have on the scientific agenda and their suggested lecturers.